Is there a way to create a table and have multiple automation rules refer back to it?

james_vanderhaeghe March 11, 2024

I manage multiple project boards which have some complex automation. Among the things we automate is the generation of emails to various To and CC users based on the components added to a particular issue.

To do this, in each automation rule we created an EMAILTO and an EMAILCC table. These have about 130 entries each, and every time there is an organizational change, we have to update each table on each automation rule (about 9 per board) on all eight boards, for a total of 72 updates every time someone needs to be added or removed.

Is there a way to create a table in a single place in Jira (either overall or per project board) that I can refer back to in my automation rules? This would let me do updates in one place and save a hell of a lot of time.

Thanks

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C_ Derek Fields
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March 11, 2024

If you have Jira Service Management Premium, then you can use the Assets database to create your table.

If you don't have JSM, then you can create a new Project with a record for every TO and CC address and do a JQL lookup there to get the values that you need.

james_vanderhaeghe March 11, 2024

Thank you! I believe we do have premium JSM. I will look in to creating an asset table. Much obliged.

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Rebekka Heilmann _viadee_
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March 11, 2024

Hi @james_vanderhaeghe and welcome to the community!

Unfortunately, there's not. Having a central space to store such info would be so helpful in a lot of scenarios.

Not sure if there are any Marketplace Apps for it. The only other way I know of is to store the info elsewhere and provide that info per API to be used in Automation and other places. Certainly not ideal nor viable for a lot of customers.

james_vanderhaeghe March 11, 2024

Thank you. That was what I suspected, just with how Jira is built, but I had to check.

An API based solution might be possible, depending how finicky access requirements are on our side, thanks for that suggestion.

Bill Sheboy
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March 11, 2024

Hi @james_vanderhaeghe 

Yes, and...to Rebekka's answer:

There is a suggestion to add the ability to import values to populate a rule's lookup table from an external source.  Please watch / vote for it to see progress:

https://jira.atlassian.com/browse/AUTO-472

Kind regards,
Bill

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